Travel Reimbursement for 50 or Fewer Miles

This article details policies governing reimbursement for travel and describes steps to enter your miles travelled in Concur and then submit them for reimbursement.

Overview

If you have to drive your personal vehicle for work-related purposes, Pima College will reimburse you for the mileage traveled. Note: this process is specific to travel of 50 or fewer miles in each direction. If you have to travel further than 50 miles, discuss reimbursement with your supervisor.

Regulations

• Travel is calculated by the miles from your check in location.
• Traveling from home to work or work to home is NOT a Reimbursable Expense.
• Traveling in a Pima issued work vehicle is NOT a Reimbursable Expense.
• Carpooling as a passenger is NOT a Reimbursable Expense.

Example

You arrive at the District Office (DO) to start your workday. From there you have to visit the Northwest Campus (NW), then return to DO later the same day. You can calculate 15.9 miles from DO to NW plus 15.9 miles back to DO for a total of 31.8 Miles.

Process

1. Go to pcctravel.pima.edu (Concur) and sign in.
2. At the top of the page, select Expense.
3. On the new page, select Create New Report, which opens a window like the one shown here.

4. Enter all information. Required fields have a red bar at the left edge.
   1. Your supervisor can tell you what to enter in the following fields:
      • Policy
      • Fund
      • Organization
      • Program
   2. If you travel frequently for work purposes, in the Expense/Trip Start Date and Expense/Trip End Date fields, select the beginning and end of the month, respectively. If this is your situation, submit your report at the end of each month.
   3. In Report/Trip Purpose, select In-State Mileage.
5. After you have completed all required fields, select Next.
6. When the Travel Allowances question pops up, select No.
7. On the New Expense tab (to the right on the page), under 01. Travel-Related Expenses, select Car Mileage. The Mileage Calculator window opens, displaying a map like the one shown here.

8. Under Waypoints, you can clear Box A by clicking the X to the right of the field, and then enter your starting location in that field, either by typing the address or selecting the location on the map.
9. In Box B, enter the address of your destination or select it from the map. The map displays the shortest route to the destination and the mileage calculated for that route.
10. From here you can do one of the following:
    1. If you are going home after you arrive at the destination in Box B, continue to step 11.
    2. If you are driving to a second destination for work purposes, enter the address in Box C. If you continue to travel to new destinations for work, add more addresses in Boxes D, E, and so on.
    3. If you are returning to your original destination, select Make Round Trip; the system populates Box C and calculates the total mileage.
11. When the Waypoints and map accurately show your complete route, in the lower-right corner, select Add Mileage to Expense.
12. Back on the New Expense tab, enter the Transaction Date (the date you traveled).
13. In the Comment field, briefly describe the reason for your travel on that date.
14. After you have entered all the information, select Save (at the bottom of the tab). The main Manage Expenses window opens, as shown here.

15. At this point, you can do one of the following:
    1. If this was your only travel and you do not expect any more travel, proceed to step 16.
    2. If you have travel expenses you need to enter from previous travels but do not plan on further travel, repeat steps 7-14. After you have entered all of your travel days, proceed to step 16.
       (Note: each day you travel must have a new Car Mileage expense.)
    3. If you have to travel continuously, enter all of the previous expenses leading up to the current day.
       (Note: each day of travel must have a separate Car Mileage expense.)
       If you plan on traveling past the current day, return to this screen on the day of travel; you cannot pre-date travel. After you have saved the travel expense for the day, leave the screen and return the next day you have a new expense to enter. (If you are in this category, as per step 4b, submit your expense report at the end of each month.)
16. If you have any additional fees related to travel, such as parking fees or tolls, you can enter them. Talk to your supervisor for more details about additional fees.
17. After you have added all of your expenses so that you can view them on the Expenses list on the left side of the screen, in the upper-right corner, select Submit Report.
18. After you have submitted your report, notify your supervisor so they can review it.

Support

If you have questions, concerns, or issues, in the page’s upper-right corner, select Support.